Assistant administratif (junior)

Job Description: Administrative Assistant in a Family Office
80 or 100 % - Location: near Lausanne – Switzerland

About the Family Office:

Our Family Office is committed to managing the private affairs of a Swiss family based in the Canton de Vaud. We provide comprehensive and confidential support to ensure that the family's assets and day-to-day matters are handled efficiently and effectively. We uphold the values of integrity, discretion, and professionalism.

Job Summary:

We are looking for a Junior Administrative Assistant to support the Family Office. The ideal candidate will be detail-oriented, highly organized, and able to manage multiple tasks in a dynamic environment. This role requires basic administrative skills, a willingness to learn, and the ability to maintain confidentiality. You will work closely with the family office team to assist with daily operations and provide essential support.

Key Responsibilities:

• General Administrative Support:
  • Assist in preparing travel itineraries, help to manage the office’s agenda
  • Coordinate travel arrangements such as booking flights and accommodations.
  • Help with answering calls, emails, and managing communications.
  • Organize and maintain files and records, ensuring confidentiality.
  • Order office supplies and keep track of inventory.
• Meeting Support:
  • Help organize and coordinate meetings, including setting up meeting rooms and preparing materials, coordinate office lunches etc.
  • Ensure that necessary equipment (IT, AV) is set up for meetings.
  • Greet visitors and assist with meeting logistics (e.g., refreshments, setting up tables).
  • Take notes during meetings and follow up on action items.
• Event Planning Assistance:
  • Help with the logistical coordination of family events (booking venues, sending invitations, liaising with vendors).
  • Manage invitations and track guest attendance for small gatherings or events.
• Document and Data Management:
  • Help maintain and update electronic filing systems.
  • Support the team in organizing and managing documents securely.
• Communication and Correspondence:
  • Draft emails and letters.
  • Handle communications, such as reminders, or follow-up emails.
  • Handle incoming and outgoing mail and packages, including sorting and distributing.
  • Prepare and edit documents (correspondence, memos, and reports).

Qualifications:

• CFC Employé de commerce or equivalent
• short experience in an administrative role, travel agency or airline company is a plus
• Good organizational and time-management skills.
• Basic knowledge of Microsoft Office (Word, Excel, Powerpoint Outlook).
• Ability to handle confidential information with care and professionalism.
• Strong communication skills in French and English (German is a plus).
• Proactive and willing to take initiative.
• Flexibility and the ability to adapt to changing priorities.

Compensation:

• Competitive salary based on experience.
• Opportunities for professional growth and learning.

Equal Opportunity Employer:

Our Family Office is an equal opportunity employer and encourages applications from individuals of all backgrounds.